Annual Business Meeting and Awards Ceremony
The Division bylaws stipulate that it will hold an annual business meeting during the Society’s annual meeting and that the Division Management Board shall hold a meeting prior to the business meeting. Proposed changes to bylaws must receive Management Board approval, acceptance by voting affiliates of the Division, and ratification by the GSA Council. In practice, the voting affiliates present at the annual business meeting are considered to be representatives of the entire membership when a vote is required, such as for changes to the bylaws. In the early years, the annual business meeting was a luncheon meeting, which worked well when the Division membership was small. With the inauguration of the Kirk Bryan Award in 1958, the award ceremony became part of the annual luncheon-business meeting.
As the Division grew, the members attending the annual luncheon represented an ever-narrower cross-section of the total membership. By the 1980s, it had become increasingly difficult to find a room large enough to accommodate all who desired to attend the luncheon. In addition, the cost of the luncheon had risen to the point that it deterred many members and most students from attending. As Division membership increased, so did the length and complexity of the annual luncheon-business meeting, and with the addition of the Distinguished Career Award in 1986, the business meeting was on the verge of conflicting with the beginning of the afternoon technical sessions. In early 1987, Harvey Kelsey wrote a thoughtful letter to the Management Board, through the Division Secretary, suggesting that the Awards Ceremony be separated from the annual business meeting. He recommended that it be held at a time and place that would allow a greater number of members as well as friends and colleagues of award recipients to attend the ceremony. Finally, in 1989 the Management Board voted to end the tradition of an annual luncheon, and beginning in 1990, to have the business meeting/awards ceremony precede the Division “cocktail” party, which since its inception in 1984 had become a well-attended annual event.
The idea for the annual “cocktail” party was born in a breakfast diner in downtown Indianapolis on Thursday morning of the 1983 annual meeting. The Division can thank Gail Ashley and Tom Hamilton for the idea. They discussed their idea with then Secretary Rich Madole and John Costa, who also were at the diner that morning, and thus it was forwarded to become an agenda item at the next Management Board meeting. The principal reasons for a “cocktail” party were (1) the annual luncheon no longer provided much time or space for members to gather and socialize, and it had become too costly for most students, and (2) at the time, there were no planned events for the Wednesday night of the annual meeting. Consequently, the first annual Division “cocktail” party was held at the 1984 meeting in Reno, and was a huge success. During the first few years, a variety of schemes were attempted to recover some of the party costs from the party-goers. None of the schemes worked well, and were discontinued, as it became clear that the value of the event to the Division justified the use of Division funds to pay for the event.